/ Minutes of the meeting of DeS, Planning with OIS Team

Date: 02.06.2010
Time: 10.30 am
Venue: Provincial Planning Secretariat

The meeting outset by DCS Planning and he welcomed all the OIS Team members and appreciated
their works. The following matters were discussed in order to enhance the betterments of
Operational Information System (OIS) Unit.

1. Work plan

DCS- Planning has requested to submit detail work plan for the year 2010 immediately. OIS team
agreed to submit next week.

2. LAN

DCS, Planning pointed out the Local Area Network in the Chief Secretary's cluster premises is not
working properly and he requested the OIS members to make necessary arrangements to accomplish
the incomplete network.

3. NPC Website

DCS - Planning has instructed that the official website of Northern Provincial Council should be
update regularly and all the events or any other items should be approved by DCS - Planning before
publishing in the website, the photographs for the events also should be forwarded to DCS Planning
J;9 before publishing for his approval.

DCS - planning has appointed Mr.Sarweswaran, (ADP, Planning Secretariat, NP) as in charge for
web publications and DCS instructed that all events and other items should be directed to him for his
approval. Events for the every sector should be uploaded by its responsible officer in the OIS Team.
Mr.S.Muralidass and Mr.P.Thavarajah will be in charge for uploading events.

DCS - Planning further instructed that when bulks of events come, all the OIS Member should be
work together in division of labuor to upload the events quickly.

4. Web Based Systems

a) PRMIS
Yearly payment for the database server and web server should be made regularly. Mr. S.
Yoharajan, Director, CIRM will make arrangements to contact with the Development Team
who is responsible for developing PRIMS web application and he wanted to continue the
development work ofPRMIS and expects to complete the task urgently.

Further he requested Mr.S.Yoharajan to arrange a short course on deploy the web based
system.
 b) VPass

VPass Information System is in deployment stage will be hosted in a local server after the
completion of LAN. It will run with Local Area Network. The VPass System will be
maintained in

Planning Secretariat. Miss. S. Babina, Management Assistant, Planning Secretariat will be in

charge after the final implementation.

5. Examination Results Database

Examination Results Database is functioning properly.

6. Sectoral Forum

Sectoral Forum for Indigenous Medicine is working properly. Other sectors have to be initiated.

7. Updation of Archives

Mr. P. Thavarajah, OIS Team will be in charge for maintenance for NPC Archives which is run in
LAN. DCS, Planning will instruct to Mr. P. Thavarajah. The information will be collected from Mr.
Vageesan, Assistant Secretary, Provincial Public Administration Secretariat. It should be updated
monthly.

8. Server side Problems

GTZ Network Engineer Mr. Suthakaran will coordinate to solve the problems in Servers. Mr.
Ananthan will be the short term consultant for the Server Administration. He is already assigned for
the task.

9. Server Rack

GTZ office wants to provide rack to keep the servers. Mr.K.Sadagoban will make arrangements to
hire vehicle for getting the server rack from GTZ office. Administrative Officer of Planning
Secretariat will help for arranging a vehicle from a department.

10. Network Administration

DCS, Planning discussed about the Network Administration, but the responsible officer Mr. S.
Surendran not attend the meeting. He further instruct to Team Leader, Mr. K. Sadagoban to conduct
with Mr. S. Surendran about this matter.
11. Task and Responsibilities

In order to keep the OIS tasks efficiently, DCS Planning assigned the following officers to the
particular task.

Network Administrator Mr. G. Sashikumaran

Web Administrator Mr. S. Muralidass
Database Administrator Mr. B. Kajendran

Responsible Officers (or Sectoral OIS activities

The following officers will be responsible for OIS task for the every sectoral ICT activities.

Agriculture Mr. S. Muralidass

Education Mr. B. Kajendran
Health Mr. G. Sashikumaran
Infrastructure Mr. P. Thavarajah
Local Government Mrs. K. Mathuranthaki
Chief Secretary's Cluster Mr. K. Sadagopan
Governor's Cluster Mr. P. Thavarajah

If any Project Units want OIS team help on ICT, they should inform to DCS - Planning for his
approval.

12. Leave

OIS Team members requested to keep inform their leave in advanced to DCS-Planning exit more
than three days.

13. MDTI Training

A team member who wants to be a resource person in any training programme conducted by MDTD
should be informed and obtain prior approval by DCS-Planning.

The meeting end at 11.30 am.

R. han,
Deputy Chief Secretary,
Planning Secretariat, NPc.